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Details
Posted: 24-May-23
Location: Pomona, California
Type: Full-time
Salary: Open
Internal Number: 4207581
Space Management Analyst
Job No: 526919
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: CSUEU - Unit 9
Job Classification: Administrative Analyst/Specialist - Exempt II
Classification Salary Range: $5,022- $9,083 per month
Anticipated Hiring Amount: $6,284 - $6,599 per month
Work Hours: Monday - Friday 8:00am-5:00pm
Recruitment Closing Date: May 31, 2023
THE DEPARTMENT
Facilities Planning & Management (FP&M) serves as the lead organization at Cal Poly Pomona, University for planning, developing, and maintaining the campus' natural and build environment. FP&M is responsible for the coordinated planning and usage of the University's land and facilities including land master planning, project planning, building design and construction, building occupancy, and infrastructure (roads, transportation systems, telecommunication's sewer, gas, water and electric).
The Office of Campus Planning, Transportation & Sustainability is responsible for the coordinated planning, development, and assets management of the University's physical resources. The unit provides campus master planning; project-level planning, design, and construction services; real estate management and space planning; transportation planning and sustainability planning, and interacts and coordinates with the Chancellor's Office, state, local agencies, Foundation, and the University community. The unite is also responsible for the development of the University's Capital Outlay Program and compliance with building codes and regulations, and all pre-design activities associated with major capital projects and space management.
DUTIES AND RESPONSIBILITIES
Space Management
- The Space Management Analyst will update and maintain the campus' Space and Facilities Database (SFDB) by analyzing existing conditions, by accurately tracking space changes, validating space data to the system database.
- Will assist in the maintenance of the campus database by reviewing changes with the Senior Planner and prepare accurate and timely reports and submittals to CSU Capital Planning, Design and Construction.
- Analyze current and future space entitlements utilizing SUAM or industry standards for colleges/universities.
- Research to determine usage of space utilization on a departmental basis. As directed, the employee will interact with Academic Affairs and other divisions for the purpose of evaluating campus space utilization, space assignment, present and future space needs, classification, and other space related issues. As requested, work with Academic Affairs to coordinate space usage as recorded in the Academic Planning Data Base (APDB) and update the Space and Facilities Data Base (SFDB) to reconcile differences, including Private-Use Reporting and Custodial and Farm Space Reporting.
- Research, analyze data in the preparation of recommendations relating to campus space policies and procedures for review by the Executive Director of Campus Planning, Transportation & Sustainability.
- Must be able to analyze data, develop reports for review relating to the Space Management Planning Committee and understand how the reports affect the campus Capital Outlay Plans when evaluated through CSU's Policy Library space planning rules.
Facilities Analysis
- Research and analyze report occupancy changes and field survey campus facilities to determine ownership, classification, and space capacity/utilization for state and non-state facilities.
- Research and analyze data for management's use, such as square footage or other required information via field visits or blueprints; will develop reports from facilities databases including but not limited to ISES Facility Condition Database
- Will draft responses to requests from the Chancellor's Office, the Department of Finance, or the Legislative Analyst's Office (LAO) regarding space and facility usage
- Develop and maintain working relationship with the LAO Space Management/Land Records Analyst, coordinate with the Document Resource Center (DRC) to ensure space documents accuracy with building record drawings
- Assist with updating and maintaining the campus ASF/FTE model of instruction capacity; and support other campus master plan related activities such as capital outlay planning/programming and transportation activities. Draft forecast studies and research facility requirements based on enrollment and Course Sectional Reports (CSR), consistent with CSU facilities formulae and CPP facilities policies. Gather date and draft preliminary and final space reports. Prepare data in appropriate formats and assist with the production and distribution of reports and studies. Understand how facilities analysis interacts with the evaluation of CPP's Capital Outlay Plans through CSU's Policy Library
Land Records
- Create and maintain a campus land records database and filing system; will research and analyze documentation of all campus land acquisitions, easements, leases, appraisals, and other land records. Working closely with the Senior Planner to coordinate with Foundation, Procurement and CPDC.
- Will assist with the review of campus maps, records, and drawings, which are maintained by the Document Resource Center (DRC), to ensure required land records documentation. Assist with research relating to Executive Order 747, and other directives, which apply to projects involving public-private partnerships and development relationships that use or develop campus real property.
- Working closely with the Senior Planner to ensure campus responsibilities are met for land acquisition, granting easements and rights-of way, acceptance of quitclaims, acquisition of property by gift, and transfer of control and possession of state-owned real property.
- As requested, interact with the Chancellor's Office in fulfilling applicable standing orders, executive orders, educational code requirements, environmental assessments, and title assessments.
- Assist with amendments to the non-state funded capital outlay program once property is master planned and acquired
Technical:
- Utilize, coordinate, and maintain applicable databases and software, such as SFDB, TMA, MetaBIM, ArcGIS, and PeopleSoft to ensure accurate information is available for space management and land records.
- Draft planning/feasibility studies, scopes of work, reports, maps, and other information concerning campus space and land records to support the campus Capital Outlay Plan.
- Utilize email, electronic scheduling, word processing, spreadsheets, databases, and graphic application software. Computer databases are used extensively in space management, such as AutoCAD and ArcGIS.
QUALIFICATIONS
- Valid California Driver's License. Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
- Four (4) years of related experience.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.
Preferred Qualifications
- Bachelor's Degree (or higher) in Urban and Regional Planning, Architecture, Interior Design, and/or equivalent education and administrative work experience two-years in architectural programming, space planning, campus planning, and design issues with public processes.
- Demonstrated competence in understanding, interpreting and communicating, both verbally and in writing, procedures, polices, information, ideas and instructions
- Strong written, oral, and interpersonal communications skills and the ability to work effectively with department and university staff, and non-university professionals
- Knowledge of CSU systemwide and university policies and procedures
- Ability to identify deviations from applicable policies and procedures
- Demonstrated ability to establish and maintain effective working relationships within and outside the department
- Ability to make independent decisions and exercise sound judgement
- Ability to organize and plan work and projects including the ability to deal with multiple projects
- Ability to work independently
- Ability to research and gather information and data in order to improve administrative functions; apply independent judgement, discretion, and initiative to address problems
- Ability to interact with and communicate effectively with diverse students, faculty, the campus community, and external agencies
- Possess a working knowledge in facilities planning, master planning, architecture/interior design, building design, construction administration and related activities.
- Business administration background, either experienced-based or obtained through professional training.
- Must have performed liaison duties, and possess strong design skills in preparing high-quality maps, graphics and presentation using various forms of media, e.g., PowerPoint, AutoCAD, ArcGIS.
- Data collection, archiving and analysis experience.
- Demonstrates strong organizational, time allocation, and project management skills, and the ability to prioritize tasks and assignments.
- Excellent communication skills, both verbal and written, including diplomacy and tact most especially when dealing with problematic issues.
- Must have the ability to work independently and also as a member of a team.
- Must demonstrate and foster a collaborative attitude at all times.
- Experience with group facilitation and interacting with students, faculty, and staff. Higher education experience highly preferred. Understanding and experience with master planning and how that integrates with space planning activities to implement master plan goals; space design and construction; transportation access/circulation; as well as California Building code is preferred.
COVID-19 Vaccination
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.
I-9: Employment Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.
Smoking
Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.
EEO
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.
Advertised: May 04, 2023 (9:00 AM) Pacific Daylight Time
Applications close: May 31, 2023 (11:55 PM)
To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/526919/space-management-analyst
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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